Executive Assistant

Ralph Lauren
New York, New York, United States
26 Jul 2022
15 Sep 2022
Company Description
Ralph Lauren Corporation (NYSE:RL) is a global leader in the design, marketing and distribution of premium lifestyle products in five categories: apparel, accessories, home, fragrances, and hospitality. For more than 50 years, Ralph Lauren's reputation and distinctive image have been consistently developed across an expanding number of products, brands and international markets. The Company's brand names, which include Ralph Lauren, Ralph Lauren Collection, Ralph Lauren Purple Label, Polo Ralph Lauren, Double RL, Lauren Ralph Lauren, Polo Ralph Lauren Children, Chaps, among others, constitute one of the world's most widely recognized families of consumer brands. At Ralph Lauren, we unite and inspire the communities within our company as well as those in which we serve by amplifying voices and perspectives to create a culture of belonging, ensuring inclusion, and fairness for all. We foster a culture of inclusion through: Talent, Education & Communication, Employee Groups and Celebration. Any offer of employment is contingent upon proof of full COVID 19 vaccinations upon hire. Accommodations due to medical or religious reasons will be evaluated in compliance with the law.

Position Overview
As an Executive Assistant, you will support two senior leaders on our Product team. The position requires excellent organizational skills and the ability to effectively handle multiple priorities and maintain confidentiality. Duties will include calendar management, travel arrangements, office management, tracking & submission of expenses, creating & updating documents, supporting with presentations, and communicating with a host of internal colleagues & external partners.

Essential Duties & Responsibilities

* All general administrative tasks including; calendar and telephone management, expense reporting, responding to basic requests.
* Handle Outlook calendar which involves frequent adjustments and updates throughout the day, scheduling & confirming of all internal & external meetings and conference calls.
* Provide day-before view of the calendar to allow preparation for the next day's requirements & deliverables; this daily view must have all meeting locations, contact numbers, meeting agendas, meeting documents required and any other relevant details.
* Partner with other Brand EAs on overall calendar tracking and management of meetings; ensuring meetings take place as scheduled.
* Handle timely submission & tracking of expenses on Corporate credit cards with Accounts Payable; this involves ensuring timely approval of expenses.
* Ensure contacts and other key information are always updated.
* Follow up with teams/colleagues on outstanding information/ materials as requested.
* Prepare written materials as requested, i.e. memos, meeting agendas, PowerPoint presentations.
* Order supplies for copy room, contact servicing for copy machines when needed, oversee general floor upkeep as requested, create work orders on Service Point when needed for IT or facilities issues.
* Code and approve all invoices in Ariba as required
* Manage lunch and coffee requests as requested, or when schedule requires.
* Assist in Special Projects as needed.
* Support in creating design boards from execution standpoint. Printing photo references, cutting swatches, laying out textiles as directed.
* Managing digital photos and creating Power Points.
* Liaison to global mills from communication standpoint. Sending, receiving, and managing packages. Maintaining design work in office.
* Support the Head of Design - Prints and Product Management team to build a digital and physical library.
* Responsible for file management: Digital and Physical
* Maintain Department records and budget.
* Manage all administrative actions related to Department Performance Evaluations.
* Create agendas, recaps & action plans for weekly team meetings.
* Liaison with People and Development Partners.
* Liaison for Technology Support
* Arrange for travel and car services as needed
* Daily Check-ins Re: Calendar (Morning, Mid-day, and EOD)

Experience, Skills & Knowledge

* Previous role(s) in administrative or other support function in a fast-paced environment.
* Exceptional organizational skills; follow through and attention to detail.
* Strong problem-solving skills & mindset
* Excellent communication & partnership skills: immediate team, cross-cultural, cross-division, cross-functional
* Ability to prioritize and multi-task
* Thrives in a fast-paced and dynamic environment
* Computer proficiency in Microsoft Excel, Word, Power Point, Outlook, Ariba, Concur, Workday
* Minimum of three days a week on site/office

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